EMu sighted on Tyneside Stories from the latest UK implementation

Mel WhewellPrincipal Officer Collections Management

Tyne & Wear Archives & Museums

9th European EMu Conference 2012

Outline

• An Introduction to TWAM

• About the CMP Project

• What now?

9th European EMu Conference 2012

So where is Tyne & Wear?

Tyne and Wear

(population: c.1.1 million)

North East England

(population: c.2.5 million)

Tyne & Wear

Tyne & Wear Archives & Museums

• Joint Museums Service of 12 Museums and County Archives

• Funded by 5 local authorities, Newcastle University, the DCMS and the MoD

• National funding through Renaissance

Key Collection Groups

• Archaeology• Natural Sciences• Art• Ethnography• History• Archives

Our Mission & Venues…

To help people determine their place in the

world and define their identities, so

enhancing their self-respect and their

respect for others

Archives

We Mak ‘Em

Settle Down Cafe

Dirk Bogarde

Discovery Museum, Newcastle

Siege and StormPainting the ToonIn the Limelight

Laing Art Gallery, Newcastle

John Martin

Mervyn Peake

Paul Noble

Great North Museum: Hancock

Great North Museum:Hatton Gallery

Revolution on Paper

W.G. Lough

Athletes and Olympians

Christmas Present

Shipley Art Gallery, Gateshead

Segedunum, North Tyneside

Stephenson Railway Museum, North Tyneside

South Shields Museum & Art Gallery

Crossing the Tyne

In the Long Run

Hajj

Jax Styler

South TynesideArbeia

10th Anniversary

Dinosaur bone

The Truth about Faeries

Sunderland Museum and Winter Gardens

Monkwearmouth Washington F Pit

TWM Archaeology

Regional Working• Renaissance

• Creative Partnerships

• Culture Shock

• Late Shows

• Gospels

• Hadrian’s Wall

• Siege and Storm

• Cultural Olympiad

Recent Achievements

• 2 million visitors• 87,000 school visitors• 655 volunteers contributed their time• Opening of a BFI Mediatheque in the

Archives • Opening Northern Spirit at the Laing Art

Gallery, celebrating artists who lived in, worked in or were inspired by the North East.

Performance: Virtual Visits

0

200,000

400,000

600,000

800,000

1,000,000

1,200,000

Web Visits 532,346 892,015 1,006,250

2008/09 2009/10 2010/11

The budget

Some Good News

Major Partner Museum funding - worth just over £5 million over the next three years

Arts Council Goals

1. Excellence is thriving and celebrated in museums A: Innovative exhibitions B: Research and collections

2. More people experience and are inspired by museums

3. Museums are sustainable, resilient and innovative

4. The leadership and workforce are diverse and highly skilled

5. Every child and young person has opportunity to experience the richness of museums

CMP Project - The Business Case

Why change?

The existing system, used for over 20 years, no longer met the needs of a major museum service such as TWAM

South TynesideSouth Shields

Museum &Arbeia

GatesheadShipley

University of Newcastle

GNM:HancockGNM: Hatton

North Tyneside

SRM &Segedunum

SunderlandMuseum,

Monkwearmouth Station & ‘F’ Pit

NewcastleLaing,

Discovery, GNM Resource

Centre +Archives

TWAM Outline Structure

Director

JAMC

Collections Management

Team

Communications Team

Senior Management Team

Development & Trading Team

Finance & Governance

HR & Training Team

Learning, & Communities Team

NE Regional Museums

Hub

Design & Technical

CMP Project - The Challenge

To achieve funding for, procure and implement a system that is user-centric and will provide a future-proofed, supportable, electronic infrastructure

To improve collections management

To ensure that everyone can readily and easily access collections internally and via the web

CMP Project - Timeline

2006 New job2007 Project Implementation - PRINCE22008 Peer Survey(2009 5months out spent working on GNM)Dec 2009 OJEU + PQQ e-distributedNov 2010 KE Software selected as supplierNov 2011 EMu goes live at TWAM

…..its just the start

Operational Environment

14 sites across Tyne & Wear (and County Durham)1. Great North Museum Newcastle University2. Hatton Gallery Newcastle University3. Segedunum North Tyneside Council4. Stephenson Railway Museum North Tyneside Council5. Arbeia Roman Fort South Tyneside Council6. South Shields Museum & Art Gallery South Tyneside Council7. Sunderland Museum & Winter Gardens Sunderland City Council8. Monkwearmouth Station Museum Sunderland City Council9. Shipley Art Gallery Gateshead Council10. Discovery Museum Newcastle City Council11. Laing Art Gallery Newcastle City Council12. Beamish (TWAM collections based at) Beamish & TWAM13. MOD Barracks (some collections based at Discovery) MoD14. Tyne & Wear Archive Service (based at Discovery) Gateshead Council

Project Management Structure

Project Board

ExecutiveSenior User(s) Senior Supplier

Project Manager

Team Managers

Project Assurance

PRINCE2 - Stages

Creating a controlled project environment…

Stage 1 - Start up and InitiationStage 2 - Research and CostingStage 3 - ProcurementStage 4 - ImplementationStage 5 - Post Implementation & Web

PRINCE2 – Work Packages

Work Package 1 Active Database SoftwareWork Package 2 Active IT InfrastructureWork Package 3 Approved & Used Policies

and ProceduresWork Package 4 Migrated Data Set Work Package 5 Trained Users

Work Package 6 External Resources Secured

0.New Collections Management Process

1. Active Data Base Software 3. Approved & Used Policies & Procedures

2. Active IT Infrastructure

*Procurement Grouping 1.10

SMT Approve Funding for selected business areas 1.7

Prepare & submit matrix of costs and options paper to SMT 1.5

Brief +System Spec 1.9

Outline SW Systems Research Report Prepared 1.4

Network Connected 2.7

Rolled-out User Interface:PCs/Handheld 2.9

Project Servers Installed 2.6

Backed-up data + software 2.8

LAN

WAN

Web

New CM Procedures 3.11

New CM Policies 3.10

ExistingProcedures 3.2

CM Policy & procedures Report Prepared 3.7

TWAM - CMP Product Breakdown Structure (PBS) – V4 @ 12th August 2008

Detailed IT Infrastructure Plan 2.4

Existing System 1.1

Detailed SW Systems Research Report 1.8

Software Installed /tested 1.12

Software Developed 1.11

IT InfrastructureSystems Research Complete 2.2

Policies & Procedures (CM) Research Complete 3.6

*Procurement Grouping 2.5

SW Systems Research Complete 1.3

Outline ITInfrastructure Plan Prepared 2.3

Approved Policies & Procedures 3.12

Existing Systems 2.1

Existing Policies 3.1

SMT ApprovedFunding 3.9

Costs Analysed 3.8

External Advice 1..2

External Factors PNDS 3.0

SMT agree prioritisation of business areas 1.6

Corporate (Collections Management) Objectives Reviewed 3.3

Consultation with potential users complete 3.4

Business areas potentially supported by new system defined 3.5

Initial TWM Approved Field Map 4.9

Completed Data Clean 4.12

Existing Data Set 4.1

Outline Migration Plan 4.5

Training Material Prepared 5.7

Detailed Training Plan Prepared 5.6

Dataset co-dependencies analysed 4.2

Training Research Complete 5.2

5. Trained Users

Detailed Migration Plan 4.8

Training Activity Undertaken 5.8

Outline Training Plan Prepared 5.3

Existing Training Programmes 5.1

Data Quality Review Assessment 4.11

SMT ApprovedFunding 4.7

Costs Analysed 4.6

Linked TWM/ Supplier Field Map 4.10

Costs Analysed 5.4

SMT ApprovedFunding 5.5

0.New Collections Management Process

4. Migrated Data Set

Dataset format, size & usage analysed 4.3

Dataset & functional dependencies analysed 4.4

6. External Resources

Secured

Existing TWM Investment 6.1

Funding Research Complete 6.2

Initial approaches made to funders 6.3

Formal approach made to funders 6.4

Formal applicationmade to funders 6.5

Funders inform TWM of decision 6.6

Grants allocated to project (or back to 6.3) 6.6

S. Tyneside Council

Discovery

SeggieSRM

GNM

Laing

Hatton

SSMAG

MWMSM&WG

Regiment

Shipley

N.Tyneside Council

Sunderland

Newcastle Uni

MOD

Newcastle City

Gateshead

Arbeia

‘F’ Pit

TWM-CMP-WP2-PD 2.1 [Existing Systems]

TWM NetworkConnection Map@ 9th Dec 08

TWM Collections stored at…

Beamish

Civic Centre Hub

ADSL link

ADSL link

Link not needed?

Provide editor access via web?

Provide editor access via web?

Telewest leased

10Mb line in 08/09Telewest

leased 10Mb line in 08/09

100Mb link

10Mb Link to be installed

2Mb link until upgrade is possible

TWAS

Own server +100mb link to Gateshead

Civic and another server

Stores

Workshop

Our Issues 6 months in…

• Managing significant change• Enriching TWAM data on EMu• Reviewing policies & procedures• FRS 30 - Heritage Assets• Training and building user confidence• External IT provider …• ….Getting enough server space• Uploading data to the web

The end. Sort of….

www.twmuseums.org.uk

mel.whewell@twmuseums.org.uk